Commercial Administrative Assistant
Company: ServiceMaster Toronto North-Vaughan
Location: Toronto North & Vaughan Region, Ontario
Industry: Disaster Restoration / Property Damage Restoration
Position Summary
ServiceMaster Toronto North-Vaughan is seeking a highly organized and detail-oriented Commercial Administrative Assistant to support our commercial restoration operations. This role serves as a key point of coordination between clients, project managers, technicians, subcontractors, insurance representatives, and internal departments. The successful candidate will help ensure projects are administered efficiently from initial assignment through project completion while maintaining exceptional customer service standards.
The ideal candidate thrives in a fast-paced environment, can manage multiple priorities simultaneously, and demonstrates strong communication and problem-solving skills.
Key Responsibilities Administrative Support
- Provide administrative support to the Commercial Operations and Project Management teams.
- Create, maintain, and organize project files, documentation, and correspondence.
- Prepare proposals, contracts, work authorizations, change orders, and project reports.
- Assist with project scheduling, coordination, and tracking of project milestones.
- Manage incoming calls, emails, and client inquiries in a professional and timely manner.
- Maintain accurate records within company management systems and databases.
Project Coordination
- Coordinate communication between project managers, field staff, clients, consultants, and subcontractors.
- Assist in the on-boarding and coordination of subcontractors and vendors.
- Monitor project documentation to ensure compliance with company standards and client requirements.
- Track permits, inspections, certificates, and project closeout documentation.
- Support project managers with procurement activities, purchase orders, and material tracking.
- Schedule meetings, site visits, and project updates as required.
Commercial Client Support
- Serve as a professional point of contact for commercial clients, property managers, facility managers, and insurance stakeholders.
- Assist with preparing client reports, progress updates, and project status documentation.
- Help ensure client requests and concerns are addressed promptly and escalated when necessary.
- Maintain confidentiality of sensitive client and project information.
Financial & Reporting Support
- Assist with invoice preparation, billing documentation, and collections follow-up.
- Review project files for completeness before invoicing.
- Support budget tracking and job-cost reporting.
- Generate operational and performance reports as requested.
- Maintain accurate records for audit and compliance purposes.
Emergency Response Support
- Support after-hours emergency response administration when required.
- Assist with intake and processing of emergency restoration assignments.
- Coordinate documentation and communication during large-loss or catastrophe events.
- Adapt quickly to changing priorities during emergency situations.
Qualifications Required
- 2+ years of administrative experience, preferably in construction, restoration, insurance, property management, or a related industry.
- Excellent organizational and time-management skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
- Ability to manage multiple projects and deadlines simultaneously.
- High level of professionalism and attention to detail.
- Ability to work independently and as part of a team.
Preferred
- Experience in the disaster restoration, construction, insurance, or property management industries.
- Familiarity with restoration management software such as Dash, Encircle, Xactimate, Restoration Manager, or similar platforms.
- Understanding of commercial construction or restoration project administration.
- Knowledge of insurance claims processes and documentation requirements.
Core Competencies
- Customer Service Excellence
- Organization & Planning
- Communication Skills
- Problem Solving
- Attention to Detail
- Team Collaboration
- Adaptability & Flexibility
- Confidentiality & Professionalism
- Time Management
Working Conditions
- Office-based role with occasional visits to project sites as required.
- Fast-paced environment supporting emergency response and restoration activities.
- May require occasional overtime during major weather events, catastrophic losses, or emergency response situations.
Why Join ServiceMaster Toronto North-Vaughan?
- Be part of a respected leader in the disaster restoration industry.
- Support meaningful work that helps businesses and property owners recover after unexpected losses.
- Work alongside experienced restoration professionals in a collaborative environment.
- Opportunities for professional development and career growth.
- Competitive compensation and benefits package.
ServiceMaster Toronto North-Vaughan is committed to providing equal employment opportunities and welcomes applications from all qualified candidates.
Pay: $50,000.00-$65,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: Hybrid remote in Woodbridge, ON L4L 8A6
